Various departments in Hotel

The most important function of a hotel is to provide Food and shelter to prospective guest. To provide food & shelter, there are number of departments or Ares, who all functions together round-the-clock inside hotel premises.

All departments are broadly categorized in two parts:
1. OPERATIONAL DEPARTMENT (CORE DEPARTMENT):

The main function of the department is:
• To allot the room to the guest, called as check-in.
• To maintain the room records for reservation and allocation.
• To collect the room charges and other miscellaneous charges for various services used by guest during his/her stay at the hotel, at the time of departure of guest.
• To take advance booking for rooms.
• To handle the phone calls of hotel.

Different section of Front office:

Front Desk
• Reception: this section used for check-in process of the guest.
• Information: this section is used for providing various information to in-house guest.
• Cashier desk: this section is used for checkout process of the guest.
• Guest relation desk: this section is used for collecting guest feedback and maintenance of guest history.
• Bell desk: this section is used for assistance of guest during check-in and checkout process.
• Travel desk: this section is used for assistance of guest for arranging vehicles for guest movements and for making train/ airplane reservation.

Back Office
• Reservation desk: this section is used for taking booking for rooms.
• Telephone operator: this section is used for attending all phone calls land up in the hotel or for providing trunk dial facility to guest.
• Business center: this section is used for secretarial job of guest.

• To take care of the cleanliness of rooms, and the hotel building and its furniture and furnishings.
• To maintain the linen room for maintenance of room linen, restaurant’s linen etc.
• To maintain the gardening work of hotel.
• To maintain guest laundry facility for room guest.
• To maintain staff laundry facility for staff of hotel.

• To provide various type of dishes to the guest as per the menu.
• To provide food for various buffet or banquet parties.
• To provide food to the staff of hotel.
• To prepare different type of dishes for special occasion.

The main functions of this department are:
• To maintain all the equipment s placed inside or related with the hotel.
• To be responsible for smooth supply of electricity, water, and smooth function of air conditioning unit.
• To be responsible for AMC of important and expensive equipments.
• To maintain all the furniture and fixtures of rooms and other area of hotel.
ACCOUNT DEPARTMENT

The main function of this department is:

• Preparation of budget and allocation of revenue and expenditure for various department
• Maintain all account related books as accordance to the government rules and regulations.
• Preparation of balance sheet of the company.
• Liaising with Govt. offices for tax and revenue related matters.
• Collection of revenue from guests, companies etc.
• Giving salaries to employees.
• To keep check on the food & beverage cost.
• To keep check on the purchase and sale of alcoholic beverages for the property.
• To keep the account of revenue generated and expenditure under various heads for each department.

HUMAN RESOURCE DEPARTMENT

The main function of this department is:

• Recruitment and selection of employee for hotel as per requirement.
• Training and development of employee
• Maintenance of attendance records, leave records etc.
• Maintenance of personal file for each employee with all details, for the purpose of periodically appraisal.

ELECTRONIC DATA PROCESSING DEPARTMENT

The main function of this department is:
• Maintenance of the Property management system of the hotel
• Maintenance of various aspects of Internet and its related matters.
• Generation various relevant electronic data as per requirement of hotel.
• Maintenance of all computer units hired or purchased by hotel. And its relevant software.

COMMUNICATION DEPARTMENT

The main function of this department is:
• Maintenance of telephone connections for each room and other area of hotel.
• Maintenance of cable connections of televisions of rooms and other places of hotel.
• Maintenance of audio-visual equipments for conferences and parties.
• Maintenance of audio-visual equipments of the hotel.

SECURITY DEPARTMENT

The main function of this department is:
• To be responsible for safety and security of guests of hotel.
• To be responsible for safety of employee.
• To keep check on theft cases of hotel.
• To cooperate with staff for fire exit procedure.
• To keep record of received materials and dispatched materials of or for the property.
• To keep record of movement of fixed assets of property.
• To keep check on unauthorized entry of people.

PURCHASE DEPARTMENT & STORES

The main function of this department is:
• To purchase materials from the market as per requirement of various department of hotel.
• To purchase all types of equipments and materials for hotel.
• To liaison with different companies or vendor for supply of perishable or non-perishable goods.
• To liaison with different dealers for provision of non- vegetarian items (chicken, mutton, fish, beef, etc.)
• To store all the purchased items properly as per basic rule (F.I.F.O.).
• To issue the material to the user department of hotel after making proper record.
• To maintain the smooth flow of perishable and non-perishable goods for the department.

SALES & MARKETING DEPARTMENT

The main function of this department is:
• To sell the room nights and various conferences facilities to various clientele.
• To sell the room nights to individual guest for holiday purpose.
• To make the brand image of hotel in the market.
• To act as an agent for hotel and provide various information of changes and updating.